Considerations When Moving from the Bi-Weekly to the Monthly Payroll
What Will Change
Paid monthly on the last business day of the month
Paid a salary instead of an hourly rate
No longer eligible for overtime
Vacation and sick accruals converted from hours to days
Time off requested in days not hours
Time off requested (vacation and sick) does not need approval prior to payroll deadlines since you are paid a salary
Health, dental, and life insurance contributions deducted over 12 pay periods instead of 24
What You Need to Do
Ensure future-dated time off requests in hours are canceled and resubmitted in days
Review direct deposit information if paycheck is deposited into multiple accounts
Review personal automatic bill payments to determine if changes need to be made
Pay Cycle
Exempt employees are paid a salary on a monthly pay cycle. For further details on how exempt staff are paid, please refer to the Exempt and Non-Exempt Staff Pay policies.
Your last bi-weekly paycheck will include all hours worked during the pay period up until the effective date of your move to the monthly payroll. Your bi-weekly benefit deductions will be withheld.
You will receive your monthly paycheck on the last business day of the month, and it will include all days worked since your move to the monthly payroll. If the effective date of your move is mid-month, your monthly benefits deductions will be reduced to include a credit for what has already been deducted during that month. Review the monthly pay deadlines and pay dates to determine when you will receive your first monthly paycheck.
Your deductions will change from bi-weekly to monthly beginning with your first monthly paycheck. Health, dental, and life insurance contributions and other deductions (e.g. retirement plan University Human Resources June 2019 contributions, flexible spending amounts, garnishments, parking cost, loan payments, Faculty Club dues, BROWN GIVES donations) will be deducted over 12 pay periods.
If your direct deposit is set up so that percentages of your pay are deposited into multiple accounts, the same percentages will be applied to your new monthly pay. If your direct deposit is set up so that flat dollar amounts are deposited into multiple accounts, you should review these amounts to determine if changes need to be made.
Benefits
If you were hired after March 1, 2001, your retirement benefits will not change when your position changes from non-exempt to exempt status. If you were hired before March 1, 2001, please contact the Benefits Office for more information.
If you have fewer than two years of service, your vacation and sick accruals will change. If you have more than two years of service, your vacation and sick time benefit will not change. In either situation, your vacation and sick balances in Workday will be converted from hours to days by the Workday Absence Partner in your department. Going forward, your vacation and sick time will be accrued in days each monthly pay period.
Work with your manager to cancel the original request in Workday, and re-submit the request in Workday after the effective date of your move to the monthly pay cycle.